Fairness. Integrity. Responsibility. Service. Trust. Accountability. Inclusive. Dependable. JOB AND PERSON SPECIFICATION Position Title:

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1 JOB AND PERSON SPECIFICATION Position Title: Finance Officer Reports Directly to: Financial Accountant Responsible for: N/A Member of: Finance Team Grade: 4 About St John St John is a charity in the South Australian community working for the Service of Humanity. Our vision for the future, whether acting alone or in partnership with others, is the provision of charitable and humanitarian services to individuals, groups and organisations. Our relief work for persons in sickness, distress, suffering or danger recognises no barrier of race, colour or creed. Within South Australia, St John engages some 1,500 volunteers supporting the community in the provision of First Aid services and Community engagement. St John also employs approximately 100 paid staff, located at State Office and across the state. Purpose of the Position The Finance Officer will be accountable for a range of financial services including the accounts payable, accounts receivable and fixed asset functions. The Finance Officer will ensure all banking entries and reconciliations are complete each month and will provide an effective support to all internal and external customers on Finance related matters. St John Values Fairness Integrity Responsibility Service Trust Accountability Inclusive Dependable Put people and patients first, upholding St John s standards of fairness and ethical conduct. Ensure at all times conduct, integrity and behaviour reflects the values of St John. Through the services we provide, uphold St John s responsibility to protect persons from injury or death. Provide a quality and responsive service which meets customer and community expectations. Be Trusted to remain calm in stressful situations, make tough decisions and discover practical solutions. Be responsible, take action and have accountability for the services provided to others. Recognise diversity and be inclusive in working with everyone in the spirit of one St John. Will be dedicated to providing a consistent, dependable service that others can rely on. Special Conditions Some out of hours work may be required. Must be prepared to relocate within St John should the need arise It is a requirement you undertake and hold a National Police Certificate which is acceptable to St John prior to commencing employment with St John. Failure to possess an acceptable National Police Certificate could result in the termination of your employment. Continued employment is subject to the maintenance of a satisfactory NPC. Will be required to undertake Child Safe Environments training within the first 6 months of employment. 1

2 Organisational Relationships General Manager Corporate & Commercial Senior Manager Finance Financial Accountant Finance Officer Finance Officer Key Performance Indicator (KPI) Key Responsibility Key Tasks Measures Ensure the accurate and timely data entry and payment of invoices, allocation of customer payments received, banking of cheques and cash receipts, posting of banking entries and other journals into the General Ledger and maintenance of the Fixed Asset Register and Promaster Expense Management System in accordance with St John s Delegations of Authority and other relevant Policies and Procedures. Maintain the accuracy and integrity of the Fixed Assets Register by reviewing asset setup detail, by processing capital acquisitions, asset disposals and asset transfers and by reconciling the Fixed Asset Register to the General Ledger. Maintain the accounts payable function, including appropriate payment authorisations, accurate data entry and the timely processing of payments and reporting on the status of outstanding payments. Maintain the creditors master file and ensure that reconciliations against supplier statements are completed on a monthly basis. Maintain the accounts receivable function, including invoice generation, timely and accurate allocation of receipts and reporting on the status of outstanding debtors. 2 Complete month end processing and close within scheduled timeframe. Delegation of Authorities Signatory Register maintained, payment approval breaches reported and counselling provided to staff in breach. Achieve a 10% reduction in the total level of outstanding debt from the prior YE balance by June of the current FY, and consistently maintain overdue debt at < 28% of total outstanding debt. Achieve an unqualified Audit Report. All control observations noted within the ARCC Report are resolved, where possible, by April of the following FY. Ensure that all Promaster credit card transactions are coded and approved each month by the last WD.

3 Ensure the accurate and timely allocation of all customer payments received (EFT, cheque, credit card, cash). Monitor all coding in Promaster and the General Ledger for accuracy and consistency. Respond to internal and external customer enquiries on a timely basis in relation to requests for transaction information. Ensure compliance with St John Policies and Procedures and with recognised accounting standards, and assist in developing, implementing and improving internal accounting controls and in creating new or updating existing St John accounting Policies and Procedures. Ensure that general ledger reconciliations are completed on all assigned Balance Sheet accounts as per the Balance Sheet Reconciliation Register. Prepare, submit and issue financial reports from TASS, GP, Undertake credit reference checks and process new debtor account applications as per Policies and Procedures. Maintain the debtors master file and ensure that all overdue debts are followed up as per Policies and Procedures. Ensure the timely and accurate posting of all banking entries into the General Ledger, and complete the daily and monthly bank and bank related reconciliations. Prepare posting files for integration into the General Ledger by the Financial Accountant. Generate invoices for Oncharging. Review, streamline and automate accounting systems, processes, tasks, workflows and reports wherever possible within Finance to reduce the manual effort involved. Ensure that customer relationships are developed and that all reasonable customer expectations are met. Assist in developing, monitoring, reviewing, assessing and documenting the effectiveness and appropriateness of the internal financial control framework in operation throughout St John. Assist in creating new or updating existing accounting Policies and Procedures. Ensure compliance with recognised accounting standards and St John Policies and Procedures. Complete all assigned Balance Sheet reconciliations within deadlines, and ensure that all reconciliation issues are cleared in a timely basis. Submit and issue month end Debtor reports from TASS. 3 No formal complaints against Finance Department staff. All control observations noted within the ARCC Report for June 2016 are resolved, where possible, by April Fixed Asset stocktakes on all assets at all locations monitored for completion as scheduled. Policies and Procedures developed or updated as requested. All balance sheet reconciliations completed as scheduled each month. All financial reports submitted without error and delivered on

4 Promaster or any other system as required, and prepare posting files for integration into the General Ledger by the Financial Accountant. Contribute to projects from a finance perspective and undertake other ad hoc duties as required by the Senior Manager Finance or Financial Accountant. Submit and issue month end management reports from GP. Prepare and issue the quarterly Promaster report on uncoded and unapproved credit card transactions. Prepare and issue other system or spreadsheet based reports as directed by the Senior Manager Finance or Financial Accountant. Perform any relevant tasks as requested by the Financial Accountant or Senior Manager Finance. time as per timeframes established by the Senior Manager Finance or Financial Accountant. Monitor and update short term and long term Cash Flow modelling without error on a daily basis. All tasks issued completed accurately and within deadlines. Workplace Health & Safety Proactively address safety and child protection matters Ensure work station is kept safe and tidy Undertake work station self-assessment on an annual basis Follow safe and healthy work practices at all times, including reporting of hazards and incidents immediately, and referring WHS issues and requirements to Managers Core Competencies, Skills and Experience PEOPLE Communication Uses appropriate styles and methods/mediums for the particular audience Uses positive and inclusive communication techniques Gathers and disseminates information appropriate for the team Messages delivered are clear and articulate Influence and negotiate effectively Team Work Actively promotes the St John values and positive culture Participate and contributes to the development and success of the team Values contributing to teamwork in order to achieve goals Foster a team environment, welcoming co-operation and collaboration Self-Management Able to prioritise own work tasks appropriately Negotiates with managers, peers and direct reports in order to achieve goals Aware of own emotions and those of others, takes these into consideration when acting Self-motivated and diplomatic SERVICE DELIVERY Customer Focus Develops and sustains productive internal and external customer relationships Understand and is responsive to customers objectives and needs Readily readjusts priorities to respond to changing customer demands as appropriate 4

5 Problem Solving Uses logical reasoning to work through issues Identifies pragmatic well rounded solutions View problems as challenges for generating new ideas Results Focused All actions support the Business Unit plan Knows what outcomes are required and focused on delivering these Maintain focus at all times Innovation Seeks out creative opportunities to improve, streamline and reinvent work processes Is receptive to and contributes new ideas and solutions Applies original thinking in approach to improving processes, methods and systems Welcomes novel ideas and looks beyond common solutions and tried and true methods Decision Making Considers different perspectives when making decisions Decision are clear, consistent and transparent Distinguishes relevant from irrelevant information Decisions are made in a timely manner CONTROLS Resources Resource requirements are determined by workload Resources are used effectively and appropriately ensuring minimal waste Resource utilisation complies with policy Managing Risk Takes actions in which the benefits to the efficiency and effectiveness of service delivery are weighed against potential risk Contributes to prevention and detection internal controls for team Quality Applies continuous improvement principles consistently Is aware of and undertakes training to enhance and support continuous improvement efforts Strives for efficient, effective high quality performance in self Takes initiative to make improvements Workplace Health & Maintains required training and qualifications for self Safety Responding appropriately when risks identified or an incident occurs Change Demonstrates support and flexibility for organisational change and attainment of organisation goals Adapts to changing needs, conditions and responsibilities Adapts approach, goals and methods to achieve solutions and results in dynamic situations Job Specific Competencies, Skills and Experience Skills Ability to make decisions, within delegated authority parameters Ability to represent St John SA internally and externally Strong relationship-building skills, with both internal and external stakeholders Highly motivated and enthusiastic, with excellent people management and communication skills Excellent negotiating skills to enable effective implementation of plans across the organisation Demonstrated ability to manage a budge Ability to analyse and solve problems 5

6 Ability to identify, discuss and resolve issues with all members Demonstrated ability to work within tight timeframes and KPIs Experience Minimum 5 years experience in a similar role, or at similar level Experience in Great Plains or similar packages Professional experience managing and supporting staff Experience in the management of complex, multi-stakeholder projects and achieving goals on time and to budget Knowledge Sound technical accounting knowledge and a broad understanding of financial accounting principles and internal accounting procedures Knowledge of modern management techniques Working knowledge of Microsoft Word, Excel etc. Demonstrated understanding and ability to interpret legislative requirements Knowledge and proficiency in relation to financial management software Exposure to, or an understanding of, the dynamics and Essential Qualifications drivers of charitable organisations (desirable) CA or CPA accreditation and tertiary qualifications in finance or business management is a requirement Acquire (if not already held) and maintain first aid certification General Position Information Nominal working hours are between Monday to Friday 8.30am to 5.00pm however the position requires flexibility in order to meet organisational needs. J&PS Review and Acceptance Name: Job Holder Signature: Date: Supervisor / Manager Name: Signature: Date: 6